Assistant Administrative / HR Officer at SADC February, 2021


The SADC Secretariat invites suitably qualified, experienced, innovative, result oriented and self-driven individuals who are citizens of Zambia to apply for the following position tenable at SADC Plant Genetic and Resource Centre (SPGRC) in Lusaka Zambia.

Primary Purpose of the Job

  • Assist the Head in all matters relating to formulation and implementation of administrative procedures and regulations as well as human resources management in accordance with the SADC rules and guidelines
  • Supervise the work of a team working underneath this position

Management of Human Resource Services and Staff welfare

  • Keep personnel records
  • Payroll management
  • Performance management and appraisals for staff
  • Recruitment of Local Staff
  • Draw schedule for leave to be taken by employees during a calendar year
  • Maintain up dated list of leave days
  • Maintain update list of training requirement
  • Maintain up to date list of discipline cases
  • Maintain database of members of staff and their families for medical insurance purposes
  • Arrange Diplomatic Identity for all regionally recruited staff
  • Arrange for VAT exceptions for regionally recruited staff
  • Arrange insurance for all staff Group Personal Accident policy
  • Supervision of Secretary, Receptionist / typist, Drive and Four General Workers
  • Consult on issues related to staff with SADC Secretariat
  • Make travel arrangements for staff
  • Conduct Hearing of Disciplinary cases for staff
  • Maintain working cleaning environment and surrounding
  • Arrange visa for staff

Management of Institutional Assets

  • Custodian of Assets for the Centre
  • Prepare and update Physical Inventory lists
  • Record all Asset movements
  • Provide adequate security systems for all the assets
  • Register all Purchases and Disposals
  • Secure all building against emergency like fire
  • Preparation of Asset Replacement Schedules and monitoring of asset usability

Maintenance of Assets

  • Carry out revaluation exercise for building and other Assets
  • Maintain database for Assets
  • Insure all Assets according to categories and risks
  • Identifying of service providers for repairs and maintenance of Assets
  • Provide adequate fuelling for motor vehicles
  • Maintain records usage of all assets
  • Ensure compliance to SADC rules on Asset related issues

Management and Procurement of Goods and Services, Clearance, Importation and Customs issues

  • Collect information on requirement for Goods and services
  • Compile requirements from all sections
  • Collect quotations for the Goods/services required
  • Raising of Requests for Quotation
  • Provide services for evaluation team
  • Provide secretarial services for the tender committee
  • Raise Local Purchase Orders for purchase
  • Prepare note verbal for imported Goods for Vat exception
  • Clear Goods according to statutory requirements
  • Keep database for suppliers list

Management of Conference and logistics

  • Preparation of meeting place according to Calendar of events
  • Arrange for Accommodation and other logistics
  • Arrange for transportation of Visitors
  • Arrange insurance issues for visitors
  • Attend to Visitors problems
  • Make fight bookings
  • Arrange for Visas
  • Consult with the Ministry of foreign Affairs over Visitors issues
  • Arrange for Interpretation and Translation in the three SADC languages


  • Prepare work plan, schedule work, allocate and delegate tasks to subordinates
  • Supervise the subordinates and their work, and appraise their job performance
  • Provide advice and guidance as and when required to subordinates
  • Provide quality services as per service level agreements
  • Consult with the SPO on any staff related issues
  • Provide inputs to the annual budget estimation for the unit
  • Prepare regular progress reports for the SPO, as and when required
  • Undertake any other duties as delegated by the SPO

Qualifications and Experience


At least a Degree in Business, Administration or related field from a recognised institution

Specialised knowledge

  • Knowledge with office administration processes, policies, principles and practices
  • Proficient in the use of computers and computer software relevant to the position


  • At least 5-7 years of work experience in office administration

Skills Requirements

  • Communication and presentation skills
  • Interpersonal skills
  • Mentoring and coaching skills
  • Networking and relationship building skills
  • Organisational skills (planning, time management, work prioritisation)
  • Research, analytical and problem-solving skills
  • Supervisory skills
  • Competency Requirements
  • Apply interpersonal styles/methods to develop and motivate staff
  • Capable of maintaining quality whilst working under pressure and adhering to deadlines
  • Capacity to motivate and influence people positively and creates a climate where people want to dotheir best
  • Compliance with rules, regulations, processes and procedures
  • Conceptual and practical thinking
  • Customer focused
  • Demonstrate ability to work independently and without much close supervision
  • Flexible and adaptable to change
  • Maintain confidentiality and respectful of sensitive situations
  • Methodical and organised, with a high level of attention to details
  • Professionalism and adherence to good work ethics (integrity, dependability, punctuality, etc.)
  • Willingness to learn and improve on a continual basis
  • Resilience and personal drive, self-motivation
  • Results and performance driven
  • Team player

Tenure of appointment

The appointment will be made on a fixed term contract for a period of four (4) years, subject to renewal based on performance and in with SADC Secretariat Policies.

Applicants are advised to apply online and do a full registration process, attaching Motivation Letter, CV’s, certified copies of educational, professional certificates and references. Applications with inadequate supporting documents will not be considered.

Application Process

Only applicants who meet the requirements of the SADC Secretariat will be considered for interview. Should you not hear from the SADC Secretariat within three (3) months after the closing date, kindly consider your application as unsuccessful.

Applications received through any other sources will not be considered.

SADC is an equal opportunity employer and particularly encourages applications from female candidates.

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